1. Southampton Boldrewood Innovation Campus Event Management Process Are you a member of Engineering and the Environment No Yes Booking rooms as a Non Faculty Member Non Faculty members are able to book meeting rooms at Boldrewood. However, booking requests must be sent to Boldrewood reception (boldrec@soton.ac.uk) for consideration. Please note reception only take twoboldrec@soton.ac.uk week advance booking requests for meeting rooms. Requests for large event spaces must be submitted to the Head of Faculty Operations, Zoe Heathcote (z.heathcote@soton.ac.uk) at the beginning of each semester.z.heathcote@soton.ac.uk Booking rooms as a Faculty Member All meeting rooms at Boldrewood are regarded as Faculty Space With bookings maintained by the Faculty (with the exception of common learning areas which are booked via Curriculum and Timetabling). As a Faculty member you are able to make your own bookings via the Outlook Resource Calendars. Information on how to do this (along with a list of Faculty meeting rooms) is available on the Faculty Sharepoint site, room bookings wiki pages.Faculty Sharepoint site, room bookings wiki pages. Are meeting attendees members of the Faculty No Yes Nothing further needs to be done. See Checklist for additional information Notify Boldrewood Reception Reception should be notified in advance of any external Faculty visitors to the building to ensure that access card and parking requirements (if needed and available ) are organised. The date, time of meeting, name of visitor, person visiting/meeting details should be provided. Boldrewood Reception can be contacted on x2268 or via email boldrec@soton.ac.uk. Reception is open from 8.30 – 17.15 Monday to Friday.boldrec@soton.ac.uk

2. Issues to consider when arranging an event at the Boldrewood Campus Only 8 visitor parking spaces available Cafe closes at 4pm and does not provide hot food. *CHECK TIMINGS WITH CAROLE Boldrewood reception closes at 17.15 (may not be suitable for evening events) The large lecture theatre (175/1025) does not lock. Additional meeting room may need to be booked to store belongings securely. Additional signage can only be displayed in the sign holders provided by reception Wifi access will need to be set up in advance Boldrewood Event Checklist Notify reception with date, time of event, duration, names of delegates and contact for the day. Make advanced visitor parking requests. (Please note visitor parking space is limited at Boldrewood. Only 8 spaces are available. Individuals may be directed to Highfield Campus. Maps and directions are available from reception. There is no turning space for coaches on site, therefore coaches must pull in and drop off on Burgess Road. Taxis should wait and turn in the car park, not the main entrance road to the Campus. Organise catering. Catering at Boldrewood is organised on-site. Bookings should be made via email to Carole Cashmore (C.A.Cashmore@soton.ac.uk)C.A.Cashmore@soton.ac.uk Organise via reception the issue and return of access cards (if required). Please note a charge will be made for lost/missing cards. Organise issue of Boldrewood H&S information visitors leaflet if first time visitor to the building (these leaflets are available from reception). Under the Disability Discrimination Act, ensure that any special access requirements or provisions have been made with reception. Ensure all meeting rooms are left tidy (with catering cleared away and left outside the room) and set up in the correct meeting room layout as shown on the meeting room display board. Provide reception with any content to advertise the event on the Boldrewood Media Wall. Additional event signage (aside from the Media Wall and sign holders available from reception) is not allowed as there are often multiple events taking place on campus. Visitors should be briefed beforehand on where to go on arrival, reporting to reception for further direction. Event organisers booking meeting rooms that require the wall dividers to be opened/closed, should contact reception in advance. They will organise trained staff to set up the space. If contacted in advance porters can be arranged to help arrange the layout in The large lecture theatre (175/1025). Tables can be removed if required. If you need to lock meeting rooms to secure personal/valuable items, ensure reception are notified in advance. They will organise issue of keys. Security (located in 176/20XX) can provide access to cupboards for furniture storage and/or cleaning materials. Fire doors and security doors should not be propped open.

3. Boldrewood Campus meeting rooms Appendix 1